For agencies💵 Billing & Payouts
Manage timecards and overtime (W-2)
Review and approve W-2 employee timecards, backfill missed punches, and calculate regular, overtime, and double-time pay.
For W-2 staff, the Timecards & Payroll area is where you reconcile clocked hours and run the payroll calculation that applies your staff pay rules (overtime thresholds and any shift differentials).
Step by step
- 1Open Billing and go to Timecards & Payroll.
- 2Review submitted timecard entries for accuracy.
- 3To fix a wrong punch, edit the entry's date, clock in/out, or unpaid break directly from the timecards table; an already-approved card stays approved and is marked as manager-edited.
- 4To backfill a missed punch, click + Add Timecard, choose the employee and date, enter clock in/out and any unpaid break, and submit.
- 5Decide whether the manager-added entry is approved immediately or routed through the normal approval queue.
- 6If you reject a timecard by mistake, click "Undo rejection" on that row to put it back in the queue. You do not have to ask the employee to re-punch it.
- 7Set shift differentials in Settings, Billing & Subscription, Staff Pay Rules. A premium can be triggered by a time window (a night shift), by a job tag, or by a holiday, and you choose whether it is paid on drive time.
- 8Set your staff pay rules in Settings → Billing → Staff Pay Rules, pick a state to quick-fill the defaults (for example, California adds 8/12 daily OT/double-time and the 7th-consecutive-day rule), then fine-tune the daily/weekly overtime and double-time thresholds (enter 0 to turn a tier off).
- 9In the same settings, choose which day your workweek starts on and whether travel time counts toward overtime thresholds (and whether it earns the overtime premium).
- 10If any employee is paid two different rates in the same week, choose an "Overtime for two-rate employees" method. "Rate in effect" is the default and pays each overtime hour at whichever rate that hour earned. "FLSA weighted average" blends the week's rates first, then pays overtime on the blend. Everyone paid a single rate is unaffected either way.
- 11Override the rules for a specific employee on their W-2 card if needed (leave a field blank to inherit the agency default, 0 to turn it off, and use the tri-state Inherit / On / Off for the 7th-day rule).
- 12Select an employee and pay period and calculate payroll to compute their regular, overtime, and double-time hours and gross pay.
- 13Download the payroll CSV worksheet for your payroll system.
Tips
- Manager-added timecards are marked with a Manager-added badge as an audit record, and the entry is blocked if the unpaid break is longer than the shift.
- The payroll engine works chronologically and applies your daily and weekly thresholds; the defaults (8 hours daily, 40 weekly, overtime 1.5x, double-time 2x) are just a starting point and are fully configurable per agency and per interpreter.
- Assignments worked inside a scheduled shift are paid by the shift clock and add no extra interpreter pay; only outside-shift jobs are paid on top.
- Changing the two-rate overtime method also changes what an already-calculated period recalculates to, so check with your accountant before switching part way through a quarter.
- The minimum billed time you set for a customer is a billing rule, not a pay rule. A job that simply runs a little past a punch no longer adds a cushion of paid time on top, so payroll totals for those weeks are slightly lower than they used to be. The guarantee still applies to a job that falls entirely outside the clock.
- The "Worked (week to date)" and "Projected (week)" columns both cover the whole week, not the single day you are looking at.
- A live "hours toward OT" tracker shows each employee's progress toward the week's overtime threshold, on their interpreter card, in the timecards table, and on the staff schedules summary, and the dispatch board warns you before an assignment would push someone into overtime.
- Approved leave (PTO) appears on the payroll worksheet and CSV as its own lines at the base rate; leave hours never count toward overtime.
- Holiday premiums reach the paycheck, not just the invoice. Set which holidays your staff are paid a premium on in Staff Pay Rules, the same way you set them for billing.
- When more than one premium covers the same hours, the worksheet names each one ("Weekend Day + July 4th") instead of saying "Combined", with its own dollar amount on its own row.
- 🔴 On those per-premium rows the hours repeat and the dollars do not. An hour that earned two premiums shows on both rows, because it genuinely earned both. Adding up the dollar column is meaningful; adding up the hours column is not.
- When a pay period is reconciled, use the "Post period to QuickBooks" card on the worksheet to send payroll to QuickBooks (see the QuickBooks article).
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